Copy Cataloging Guidelines
 

General Principles

• Books for you to catalog will be placed on the appropriate shelves or book trucks by Acquisitions personnel.
   
• Our main emphasis is the Tripod bib record. If the record is not a good record, i.e., is a keyed-in record, we will overlay it with an OCLC record. The only cards we produce on OCLC are for shelflists and special files in Special Collections and the Arboretum Office as well as a full set for the Cricket Library.
   
• We catalog all books according to AACR2 (Revised), using MARC format. We do not force a record to fit the book in hand. The large majority of books we receive have DLC/DLC copy. Because of the volume of books received, it is our policy to accept DLC cataloging as is with a few minor adjustments, including:
   
  • Uniform title main entries (field 130) are changed to 730. Author-uniform title main entries (100 + 240) are replaced with single 700 entries with the uniform title in subfield t. Also, if you feel a uniform title has been omitted, such as for a translation, it should probably be included. If you need help, you should consult the Catalog Librarian.
     
  • For current DLC/DLC records, we accept subject headings and call numbers as assigned. Since it is so rare that an LC call number conflicts with an already assigned Haverford call number, it is easier to fix when it happens rather than to check every call number in the shelflist first.
     
• Our student assistants make the labels. We give the books and their accomanying workheets with location and processing instructions to the students.

Miscellaneous Issues

• Added title fields (246, etc.). We add alternative title entries for significantly different spine, half-, or cover titles, and for "word" form of numbers in titles. We do not need added entries for hyphenated words or if the title has an ampersand (&) in it, as Tripod indexes these well. For example, Tripod ignores hyphens and other punctuation and substitutes the word and for all ampersands.
   
• Call Numbers. When LC offers a selection of call numbers:
   
  • Series call number vs. classed separately call number: Check if we have other volumes in the series (440 or 830). Make a separate title search and see how we have classed any other books we may have in this series. Unless the book is part of a standing order with an already established series call number (check in the checkin record on Tripod for the series for instructions), choose the separate (monographic) class number and cutter as necessary using the standard LC cutter table, and date.
     
  • For bibliographies (Z number vs. subject number). Books going into Reference are always assigned a Z number. For a bibliography going into the Stacks (very rare), ask the appropriate bibliographer where he/she would like the book to be classified. If unsure, it is always OK to ask for advice.
     
  • Always add date to call number--that date should correspond to the first date in 260 subfield c. Exceptions: 1) Conference main entries: use date of the conference for the date in the call number. 2) Multi-volume sets published over a range of years--consult Catalog Librarian.
     
  • We always construct cutter numbers with two digits when creating a new call number, unless extension is needed for alphabetization.
     
  • We attempt to assign the same call number (with varying dates) to different editions of the same title in the same collection, so the books will sit together on the shelf. We do this even if it means changing an LC previously-assigned call number (050). The previous edition(s) should be re-cataloged to the NEW LC call number.
     
  • Retain 086 field (SuDocs number). Check that they are formatted correctly with the appropriate spaces/punctuation. Items should have the SuDocs number in a separate call number line. Check with Catalog Librarian and/or GovDocs Librarian.
     
  • We no longer assign PZ numbers.
     
• Multiple Copies. The same books in two different collections are not assigned copy numbers. Only if there is more than one copy of a title in the same collection is a copy number given.
   
• 505 (Contents). Contents notes are indexed in the KeyWord index in Tripod. So, when there is a Contents note in an OCLC record, it in most cases should be kept. Generally, contents notes are needed when the title is so general as to be meaningless. They can also be of value in a volume of selected or collected works, as individual chapter authors' names will also be indexed. However, there is a lot of work involved, and we don't have enough staff time to do all contents. Subfield t is indexed in the title index in Tripod.
   
• DNLM/DLC copy (650 2 Medical Subject Headings). We look for corresponding LC subjects and add as necessary. We delete only those that duplicate LC headings already in the record, or extremely general headings.
   
• NLC copy. National Library of Canada has their own LC-like call numbers (055) and subject headings, but they are not standard and should be scrutinized.
   
• Open entries. If we have one or more volumes of an open entry, we leave the collation open (300 v.) and the date open (e.g., 260 ...|c 1989- ). Holdings and/or years are reflected in contents notes, item and/or checkin records.
   
• Printing dates (subfield g in 260). If the book in hand has a printing date that is significantly different from the publication date, and needs to be mentioned, we note it in parentheses (at Cataloger's discretion). Otherwise, we usually ignore printing dates.
   
• Series. We trace all series except publishers series (e.g. Harper torchbooks) which we enter as 490 0. Also for series always check to see if there is a master check-in record for that series that lists (863) the volumes held by the library for that series.
   
• UKM copy. Aside from standard checking required for non-DLC copy, be aware of indicators in the 6xx and 7xx fields, place of publication (they frequently leave out US locations), and 008 and fixed field Ctry: (they almost always use enk even if the first publisher is US). Delete 653 and 886 fields.
   
• Upgrading records. We upgrade Enc lvl : K, M, and 5 level records. See Catalog Librarian.
   
• Valuable Videos. Valuable videorecordings (as decided by bibliographers) are located in Philips Wing (hmpl).
   
• Special Collections notes. There are times when there will be a note on the worksheet to add a special note (usually for Special Collections) to the Tripod record. These records must be protected from accidental overlay.